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HomeMy WebLinkAbout8.2 Comm Mtg & Banquet Facilities Use Policies OF i9t —"=� Paz AGENDA STATEMENT PARKS AND COMMUNITY SERVICES COMMISSION MEETING DATE: June 15, 2009 lro SUBJECT: Community Meeting and Banquet Facilities Use Policies Report Prepared by Paul McCreary, Assistant Director of Parks and Community Services ATTACHMENTS: Existing Facility Use Policies for the: 1. Dublin Civic Center(adopted October 15, 2002) 2. Dublin Public Library Community Room(adopted June 17, 2003) 3. Dublin Senior Center(adopted December 6, 2005) 4. Old St. Raymond's Church(adopted December 4, 1996) 5. Shannon Community Center(adopted December 16, 2008) RECOMMENDATION: Receive report and recommend approval to the City Council of the proposed changes to the facility use policies and rental fees. FINANCIAL STATEMENT: None DESCRIPTION: The City Council adopts Facility Use Policies for all public buildings or park areas that are available for rental by the community. These Facility Use Policies establish the rules, regulations, procedures and fees governing the use of the facilities. Staff is proposing changes to the Facility Use Policies for the City's community meeting and banquet facilities including the Dublin Civic Center, Dublin Public Library, Dublin Senior Center, Old St. Raymond's Church and the Shannon Community Center. Following is a summary of the proposed changes to the existing facility use policies. CLASSIFICATION OF USERS The Facility Use Policies establish user classifications which help to determine priority for making reservations and the amount charged for rental fees. Staff proposes reducing the number of classifications as there is little difference between some of the classifications and the assigned reservation priorities and rental fees paid. The table on the following page shows a comparison of the current and proposed user classifications. COPIES TO: ITEM NO.: 8.2 GAPARKS COMMISSION\AGNDSTMT\2009\6-15 Item 8.2 Community Facilities Use Policy.doc CURRENT USER GROUP CLASSIFICATIONS PROPOSED USER GROUP CLASSIFCATIONS Group 1 - City of Dublin Group 1 - Public Agencies Group 2- Public Agencies Group 2- Dublin Chamber of Commerce, Dublin-based Group 3- Dublin Chamber of Commerce Charitable and Social Welfare Organizations, Homeowners Associations and Sports Leagues Group 4- Dublin-based Charitable and Social Welfare Group 3- Individuals or other Groups Organizations, Homeowners Associations and (Resident and Non-Resident distinctions) Sports Leagues Group 5- Individuals or other Groups Group 4- Commercial Uses (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Group 6- Commercial Uses (Resident and Non-Resident distinctions) Elimination of City of Dublin as User Group Classification Staff proposes eliminating the "City of Dublin" as a user group classification. The facility use policies are "rental policies" and apply to the uses that are accommodated when facilities are not being used for City programs or events. All of the facility use policies state that the City can make "reservations" up to one year in advance of the "rental date". However in most of the policies other user groups are also able to book a year in advance. In reality the City may have to book facilities further in advance for municipal purposes. Therefore Staff recommends eliminating the City as a user group classification. Modifications to Chamber of Commerce and Dublin Based Charitable and Social Welfare Groups Currently the Chamber of Commerce is listed as its own user group classification in the policies. However the Chamber of Commerce receives the same priority and is charged the same rental fees as user groups 2, 4 and 5. Therefore, Staff recommends combining the Chamber with the other charitable and social welfare organizations. Staff does not believe this would adversely affect the Chamber of Commerce's access to City facilities. The City receives requests from a variety of regional or national non-profit organizations that serve the community. However the current definition of Dublin-based charitable and social welfare organizations in the facility use policies does not allow them to qualify for that status. Following is the definition: Organized non-profit groups with a current 501(c)(3) or 401(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. Examples of organizations that technically do not qualify as Dublin based non-profits include the American Cancer Society Relay for Life, Senior Support of the Tri-Valley and Child Care Links. Staff recommends adding a line to the definition indicating that regional and national non-profit groups that do not meet the 51% resident membership requirement could qualify by submitting a letter to the City demonstrating the direct community benefit of the facility use. Those requests could be approved by the City Manager or her designee. Alternatively Staff could continue to bring those requests to City Council for consideration. Modifications to Commercial User Groups Staff also recommends modifying the definition of"Commercial Uses", which are currently defined as: Companies, groups, or individuals whose events have the primary purpose of generating a profit. 2of5 The City receives many rental applications from groups for events where they are charging admission fees or making sales onsite, however they claim it is only to "cover costs". It is difficult for Staff to really determine if an event generates a profit. Therefore Staff proposes changing the definition to: Companies or individuals whose events have an admission fee or include the sales of goods or services. FIRE CODE REQUIREMENTS FOR OPEN FLAME DEVICES Currently the facility use policies briefly touch on the use of open flame devices. Over the past few years there have been some rentals where the lack of specific language resulted in miscommunication. Therefore Staff has worked with the Fire Prevention Bureau to develop the following guidelines that will be included in the Facility Use Policy. The use of candles or open-flame cooking devices in a public assembly poses an increased risk of fire hazard. The following guidelines serve to alleviate potential risks associated with the use of candles or open-flame cooking devices in City rental facilities. The use of birthday-cake candles is strictly prohibited. The use of candles as a part of a ceremony, such as the use of candles in candelabra or pillar candle holders, requires a permit from the Fire Prevention Bureau located at the Dublin Civic Center, 100 Civic Plaza, Dublin, CA 94568, or by calling (925) 833-6606. Candle permits must be obtained at least 30 days before the event date. The use of charcoal burners, chafing dishes, LPG (propane) and other open-flame cooking devices requires a permit from the Fire Prevention Bureau located at the Dublin Civic Center, 100 Civic Plaza, Dublin, CA 94568, or by calling (925) 833-6606. Open-flame cooking device(s) permits must be obtained at least 30 days before the event date. INSURANCE CERTFICIATES Over the past several years it has become more and more difficult for residents to obtain insurance from their providers for facility rentals. This is primarily due to sweeping changes in the insurance industry following September 11, 2001. This has led to problems with obtaining the proper insurance documents from rental parties in a timely manner. If a rental party is unable to provide their own insurance the alternative is to purchase a policy from the City's special events insurance provider. The City sells the policies on behalf of the agency at no mark-up to the customer. In order to ensure the City has the proper insurance documentation from rental parties, Staff proposes adding the following clause: If the proper insurance certificate and endorsement are not received within seven days prior to the rental, then a certificate and endorsement must by purchased from the City's insurance provider. KITCHEN RULES Based on some recent incidents Staff recommends adding a rule that the use of food frying equipment is prohibited at City facilities. The use of frying equipment leads to oil splatter, creates slip hazards, and is extremely difficult to clean after an event. EXTRA CHARGES Changes to Rental Hours and Setup Diagrams The facility use policies have a clause the states any changes in rental hours or setup diagrams less than 30 days prior to the rental date will be assessed a$25.00 fee per change. In order to provide more flexible customer service, Staff recommends reducing the penalty period from 30 to seven days prior to the rental. This requirement was originally added to the policies many years ago when Staff had to draw setup 3 of 5 diagrams by hand and scheduling of staff was more time consuming. With the use of new technology, the Department is able to now finalize rental paperwork one-week prior to the rental. Reducing the penalty period will provide more convenience for customers who typically don't have final head counts for weddings or other events until one-week prior to an event. Staff would include a caveat that changes to rental hours less than 30-days from the rental date would be dependent on staff availability. Carpet Cleaning Charges at the Senior Center When the Senior Center Facility Use Policy was created a carpet cleaning fee was included for each carpeted room. This was a new fee for the City's policies and was included as a way to provide funding for expanded carpet cleaning based on increased rental use, and the potential for more damage by rental functions. Staff has found that this fee is not well received by rental applicants. Additionally the City has been able to keep up with carpet cleaning with the existing bi-monthly schedule, and without having to schedule too many additional cleanings due to rentals. Therefore Staff recommends deleting the Senior Center Carpet Cleaning fee. Instead if a rental party damages the carpet and it needs a special cleaning, the cost will be retained from the security deposit. Events that Exceed Scheduled Hours When the Shannon Community Center policy was adopted, a clause was included that events exceeding the scheduled event hours will be charged twice the hourly rate for the extra time. This will be helpful with deterring groups from staying too late, which can conflict with janitorial service and increase staffing costs. Therefore, Staff recommends including this clause for all facilities. Use of Kitchen at Senior Center When the policy was developed for the Senior Center an extra fee was included for use of the Senior Center kitchen. The purpose of the fee was to pay for additional janitorial service to ensure the kitchen was properly cleaned. An unintended consequence of this fee has been that in order to avoid the $150 charge, rental parties are bringing equipment to cook in the Ballroom or Pre-Function area, which is not desirable. As a result, when Staff developed the Shannon Community Center policy, the kitchen was included in the rental of Ambrose Hall, and the cleaning fee was absorbed into the hourly rental rate. Staff proposes doing the same for the Senior Center. PROPOSED RENTAL FEE INCREASES It has been several years since the fees for these facilities have been updated. Historically, when establishing rental fees for a facility, Staff has completed a fee survey of similar municipal facilities. Staff recently conducted a market survey of the rental fees of similar facilities in the Tri-Valley. The survey included facilities with a variety of dining capacities and amenities. Staff compared the resident rates charged and found that Dublin's fees have fallen below the market averages, which are as follows: Senior Center Civic Center/Library Old St. Raymond's Average Hourly Resident Rate $185 $94 $63 Dublin Current Rate $135 $65 $50 Proposed Resident Base Rate $185 $90 $60 % Increase 37% 39% 20% Year of Last Increase 2005 2002/2003 1996 The proposed base rate would be for users classified as Group 3 Residents. Historically the City has used a formula to calculate the discounted fees for non-profit groups and public agencies, and the increased fees charged to non-residents and for commercial uses. The proposed fees were calculated using the same formulas. For the Senior Center the fees for auxiliary rooms were calculated on a per square foot basis compared to the Ballroom. Following are the proposed rental fees: 4of5 SENIOR CENTER PROPOSED RENTAL Discount/ Classification of Rental Use Increase Ballroom Lounge Classroom Meeting from Base A Room Rate Groups 1 and 2 75%discount $46 $12 $9.00 $4 Groups 1 and 2 25%discount $139 $36 $28 $13 Use for the Purpose of Fundraisin Group 3(Dublin Resident) BASE RATE $185 $48 $37 $17 Group 3(Non-Resident) 20%increase $222 $58 $44 $20 Group 4(Dublin Based Business) 33%increase $246 $64 $49 $22 Use for Commercial Purposes Group 4(Non Dublin-Based Business) 60%increase $296 $77 $59 $27 Use for Commercial Purposes PROPOSED RENTAL Discount I Regional Council Library Classification of Rental Use Increase from Meeting Room Chambers Community Base Rate Room Groups 1 and 2 100%discount Fee Waived Fee Waived Fee Waived Groups 1 and 2 25%discount $68 $68 $68 Use for the Purpose of Fundraising Group 3(Dublin Resident) BASE RATE $90 $90 $90 Group 3(Non-Resident) 20%increase $108 $108 $108 Group 4(Dublin Based Business) 33%increase $120 $120 $120 Use for Commercial Purposes Group 4(Non Dublin-Based Business) 60%increase $144 $144 $144 Use for Commercial Purposes OLD ST. RAYMOND'S PROPOSED RENTAL FEES Discount 1 Old St. Classification of Rental Use Increase from Raymond's Base Rate Church Groups 1 and 2 100%discount Fee Waived Use during regular business hours Groups 1 and 2 75%discount $15 Use outside of regular business hours Groups 1 and 2 25%discount $45 Use for the Putpose of Fundraisin Group 3(Dublin Resident) BASE RATE $60 Group 3(Non-Resident) 20%increase $72 Group 4(Dublin Based Business) 33% increase $80 Use for Commercial Puiposes Group 4(Non Dublin-Based Business) 60%increase $96 Use for Commercial Pufposes RECOMMENDATION: Staff recommends that the Commission receive the report and recommend approval to the City Council of the proposed changes to the facility use policies and rental fees. 5 of 5 Of't7Ui 9 Dublin Civic Center Facility Use Policy The Dublin Civic Center, located at 100 Civic Plaza in Dublin, is the site of the administrative offices for the Group 2, Group 3, and Group 4 — Reservations City of Dublin. The Civic Center also contains several accepted three months in advance of the rental date areas that can be reserved by the community including for use during business hours;four months in advance the City Council Chambers, the Regional Meeting of rental date for evening and weekend use. Room and the outdoor courtyard. The Dublin Civic Center Facility Use Policy establishes rules, regulations, Group 5 and 6— Reservations accepted two months in procedures and fees governing the use of the Center. advance of rental date for use during business hours; three months in advance of rental date for evening Classification of Users and weekend use. Group 1. City of Dublin How to Make a Reservation Group 2. Public Agencies (Agencies serving the City of Please note that the City requires the applicant, not Dublin including Alameda County, Dublin- another party, to complete all transactions and San Ramon Services District, Dublin Unified provide the insurance required for the rental. School District,etc.) 1. To reserve the Dublin Civic Center, a Facility Use Group 3. Dublin Chamber of Commerce Application and a $250 refundable security deposit must be submitted. Approval takes 3-5 Group 4. Dublin-based Charitable and Social Welfare working days; notification of application status Organizations, Homeowner Associations will be mailed. and Sports Leagues (Organized non-profit 2. Applications must be submitted in person at the groups with current 501(c)(3) or 501(c)(4) IRS Parks and Community Services Department Office, status, whose membership is open to the Dublin Civic Center, 100 Civic Plaza. Applications public and whose primary purpose is to are not accepted via FAX, phone or e-mail. serve the Dublin community. The Applications are accepted between the hours of membership must be at least 51% Dublin 8:30 A.M. and 4:30 P.M, Monday through Friday, residents. An organizational file must be holidays excepted. completed on an annual basis to receive the 3. In order to receive a resident rate, the applicant priority and fees of this classification.) (i.e. the person responsible for the activity, payment of fees and provision of insurance) must Group 5. Individuals or Other Groups (Groups who do live or own property within the Dublin City Limits. not meet the criteria listed above and/or Identification confirming residence address will be activities such as weddings, receptions, required (valid California drivers license or current anniversaries, birthday parties,etc.) utility bill). a) Resident (Individuals must reside or own 4. Groups who are applying under the Group 4 property within Dublin City Limits, Groups classification must have a "Group 4 Organization must have membership made up of at least Verification Form" on file, or submit a completed 51%Dublin residents) Verification Form and the following with the b) Non-Resident Facility Use Application: 1) Bylaws, and 2) Current Group 6. Commercial Uses (Companies, groups, or I.R.S. Tax Exemption Letter. Groups claiming individuals whose events have the primary Dublin residency must provide a current purpose of generating a profit such as membership roster (51% of membership must training seminars,trade shows,auctions,etc.) own property or reside in Dublin). Facility Use a) Resident (Company facility must be located Applications will not be accepted without these within the Dublin City Limits and have current items. City of Dublin Business License. If there is no 5. Applications submitted less than 30 days prior to company facility, person responsible for event the requested rental date will not be accepted. must reside or own property within the Dublin 6. The City reserves the right to book additional City Limits) events before or after an applicants confirmed b) Non-Resident rental time. Priority of User Groups Hours of Rental Use 1. The Dublin Civic Center is available for rental Group 1 - Reservations accepted up to one calendar Sunday through Thursday from 8:00 A.M.to 10:00 year in advance of the rental date. P.M., and Friday and Saturday from 8:00 A.M. to provide Bodily Injury and Property Damage Liability 12:00 Midnight. protection in the amount of $1,000,000 per 2. The minimum rental period is two(2) hours. occurrence. If alcohol is to be sold, liquor liability 3. Hours of use must include the amount of time coverage is also required. The applicant must be needed for the function, setup and cleanup, specified as the insured. The Certificate shall name the including any time needed by the caterer, band, City of Dublin as an "additional insured" in florist,coordinator,etc. conformance with the hold harmless agreement as 4. The Center must be vacated by the time specified outlined in the Facility Use Application and must on the Facility Use Application. specify that the applicant's insurance shall be primary 5. The Dublin Civic Center is not available for to any insurance carried by the City. The certificate continuous use. An application and security shall be properly executed with the original signature deposit must be submitted for each rental date. of the authorizing insurance agent. The Certificate is due at the time final payment is made. Cancellations, Changes & Refunds INITIAL: Note: Please contact your insurance provider to 1. Cancellation requests must be made in writing by check if your homeowner's policy may be extended the applicant. Refunds will be handled as follows: to cover your facility rental. In the event that a) If the request is received three (3) months or coverage is not available, the City has special event more prior to the rental date the deposit will insurance available for purchase. Please discuss be refunded, less a $25.00 processing fee. your insurance needs with the reservation staff. Refunds will be mailed to the applicant within 30 days of receipt of the written Alcoholic Beverages cancellation request. 1. Requests to sell alcohol must be submitted in b) If the request is received between three writing to Dublin Polices Services, 100 Civic Plaza, months and thirty days prior to the rental Dublin,CA 94568. date the applicant will forfeit deposit unless 2. If permission is granted, applicants must obtain another user rebooks the date. If the date is the appropriate permit from the Alcoholic rebooked the deposit will be refunded less a Beverage Control Board, 1515 Clay Street, Suite $25.00 processing fee. 2208,Oakland,94612 (510-639-0628). Evidence of c) If the request is received less than thirty (30) approval is due at the time of final payment. days prior to the rental date the applicant will 3. Alcohol must be consumed inside the facility or in forfeit the deposit and one-half of the fees the courtyard and plaza areas adjacent to the paid (or payable). building. It is prohibited to consume alcohol in 2. Refunds are not issued for unused hours. any other area of the site (City Ordinance Chapter 3. Facility Use Permits may not be transferred, 5.100,Section 150). assigned or sublet. 4. Alcohol may neither be sold nor served to or by 4. Any changes in rental hours less than thirty (30) individuals under 21 years of age at any time. days prior to rental date will be assessed a $25.00 fee per change. Youth Events 5. Occasionally it may be necessary to reschedule, 1. Groups composed of minors must be supervised relocate or cancel a request previously approved. at all times by two adults for each twenty minors. In this event,the group or individual will be given 2. Alcohol may not be sold or consumed at an event as much advance notice as possible. officially designated as a "youth event" (i.e. an Payment Schedule I INITIAL: event at which a majority of the attendees are 1. At the time the application is submitted, a $250 individuals under twenty-one years of age). refundable security deposit is required. 2. Final payment of rental fees must be made no Decorations and Signs later than one month (30 days) prior to the 1. The use of tacks, tape, nails, staples or putty on scheduled rental date. Please call the Parks and any walls is prohibited. Small thumbtacks may be Community Services Department at 925-833-6645 used on the"fabric walls" in the Regional Meeting to schedule an appointment. Payments not Room and Council Chambers. received by this deadline may result in 2. All decorative materials must be either made of cancellation of the rental and forfeiture of the non-combustible substances or treated with State deposit. Approved flame-retardant. 3. Security deposits will be returned by mail within 3. Candles may only be used after applicant has 30 days of the function date providing there are obtained a permit from the City of Dublin Fire no violations of the Facility Use Policy, the rental Prevention Bureau at(925) 833-6606. hours exceeded, excessive cleaning required, or 4. Rice, birdseed, confetti, and similar materials may damages to the facility. not be thrown inside or outside the facility. 4. Payments may be made by check, money order or 5. Any plants or shrubs brought into the building cash. Make checks or money orders payable to must be in waterproof containers. the City of Dublin. 6. It is prohibited to paste, tack, glue or post any sign, placard,advertisement or inscription or erect any sign at the site(per City Ordinance). Insurance Requirements INITIAL: All applicants shall provide the City of Dublin with a Equipment Setup valid Certificate of Liability written through carriers acceptable to the City of Dublin. Such certificate shall I. All exit doors must be operable and no part of any All capacities indicated conform to the City Fire Code stairway, hallway, corridor, or exit may be used in Requirements. Applicants will not be permitted to a way that obstructs its use as an exit. exceed the Fire Code Capacity of any room. 2. A plan showing the table/seating locations, exit Council Chambers ways and aisles must be submitted and approved at the time of final payment. The Council Chambers features theater-style seating 3. Capacities for each room are listed on the next (142 seats) with flip-up desktops and panel seating (11 column. Overcrowding is forbidden and will seats) in the front of the room. Amenities in the result in cancellation of event and forfeiture of Council Chambers include two podiums, a P.A. system all fees paid. and tape recorder, a two built-in presentation screens. Food and beverages are not permitted in the Council General Rental Information Chambers. 1. A responsible adult from the rental party must Fire Code Capacity: supervise the premises for proper facility use • Assembly: 153 during all rental hours. Regional Meeting Room 2. SMOKING IS PROHIBITED within the interior of the The Regional Meeting Room is a 1,250 square foot Center and within 15 feet of the facility entrance rectangular room with a kitchenette and windows that (per City Ordinance). look out to the Civic Center grounds and clock tower. 3. Parking is permitted in painted parking stalls only. The room has a built in presentation screen that drops Vehicles parked illegally will be cited. down from the ceiling. The room is carpeted. 4. Tables and chairs provided by the City may not be Fire Code Capacity: removed from the facility. • Assembly: 125 5. Storage is not available either before or after the . Dining: 80(Tables&chairs with no buffet/dance event/meeting. space) 6. The City of Dublin does not supply ladders for the applicant's use. Courtyard 7. Applicant is fully responsible for scheduling and The Courtyard offers a tranquil setting to hold small paying for hours to meet caterer's needs. receptions. Located in the center of the Civic Center Caterer's may not request and/or pay for building, the Courtyard is highlighted by a mosaic tile additional hours. globe resting in a fountain. Park benches are situated 8. The use of decals, powders, wax, paint, etc. are amid beautiful mature landscaping. The Courtyard is prohibited on the floor areas of the facility. available for use in conjunction with a room rental at 9. Food and beverages are prohibited in the Council no additional charge. Chambers. Beer kegs are not permitted on carpeted areas. Kegs may also be setup outside in Available Equipment the courtyard and plaza areas adjacent to the Every effort will be made to provide the number of building. tables and chairs indicated. Applicants are responsible 10. Containers of ice may be placed in the facility, for providing equipment needed in addition to the providing that the floor is protected. equipment available from the City. 11. Exterior fountains are not included in the rental • Rectangular Tables(3'x6') 12 package. Guarantees cannot be made regarding . Stacking Chairs(wood) 90 the operation of the fountains during a specific • Portable Podium 1 event. Please Note: Equipment may not be removed 12. Easels, televisions, VCR's, and extension cords are from the facility for use outside. Delivery and not available. Rental equipment not provided by pickup of rental equipment must be the City must be included on the setup diagram. incorporated within the hours scheduled and 13. Requests for exception to the Facility Use Policy paid for. Storage is unavailable before or after must be submitted in writing to the City Manager, an event. Applicants are responsible for the or his designee, no later than one month prior to setup and takedown of any rental equipment the date of use requested. The City of Dublin reserves the right to deny the use of the Dublin Civic Center to any person or group if such use is deemed to be contrary to the best interest of the City, the facility, and/or Dublin residents. I Applicants should thoroughly review the Facility Use Policy to become familiar with all rental fees, Rental Fees policies and procedures. Group 2: Public Agencies Group 3: Dublin Chamber of Commerce Group 4: Dublin Charitable and Social Welfare Room Descriptions and Capacities Organizations,Homeowner Associations, and Sports Leagues Use for Conducting a Meeting of the Organization: Council Chambers No Fee* Regional Meeting Room No Fee* *The Security Deposit is also waived for conducting a meeting of the organization at the Civic Center. Use for Purposes of Fundraising: Council Chambers $44.00 per hour Regional Meeting Room $44.00 per hour A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. Group 5-Individuals or Other Groups Council Chambers(Resident) $65.00 per-hour Council Chambers(Non-Resident) $78.00 per hour Regional Meeting Room (Resident) $65.00 per hour Regional Meeting Room (Non-Res.) $78.00 per hour Group 6-Commercial Groups Council Chambers(Resident) $87.00 per hour Council Chambers (Non-Resident) $104.00 per hour Regional Meeting Room (Resident) $87.00 per hour Regional Meeting Room (Non-Res.) $104.00 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each room reserved. 2. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff. 3. A 20% reduction in fees will be given when both the Regional Meeting Room and the Council Chambers are utilized simultaneously. 4. Use of the Lobby or Courtyard is included with use of either the Regional Meeting Room or the Council Chambers for uses scheduled outside of the City's regular business hours (Monday through Friday,8:00 A.M.to 5:00 P.M.) Security Deposit INITIAL: A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy and/or damages to the facility or excessive cleaning. mil't)C/ ``oe Dublin Public Library Community Room Use Policy The Dublin Public Library is located at 200 Civic Plaza Group 7A - Reservations accepted up to one calendar in Dublin. The Library contains a Community Room year in advance of the rental date. that can be reserved by the community. The Dublin Public Library Community Room Use Policy establishes Group 18 - Reservations accepted up to nine months rules, regulations, procedures and fees governing the in advance of the rental date. use of the facility. Group 2, Group 3, and Group 4 - Reservations Classification of Users accepted three months in advance of the rental date for weekday use; six months in advance of rental date Group 1 A.City of Dublin for weekend use. Group 1 B.Alameda County Library Group 5 and 6 - Reservations accepted two months in Group . PublicA Agencies (Agencies serving the City of advance of rental date for weekday; four months in p 9 9 g y advance of rental date for weekend use. Dublin including Alameda County, Dublin- San Ramon Services District, Dublin Unified Priority of Users for Continuous Use School District,etc.) Applicants applying for more than one day of use on Group 3. Dublin Chamber of Commerce a single application are considered Continuous Users. The following reservation schedule applies to Group 4. Dublin-based Charitable and Social Welfare Continuous Use: Organizations, Homeowner Associations and Sports Leagues (Organized non-profit Group 1 - Reservations accepted up to one calendar groups with current 501(c)(3) or 501(c)(4) IRS year in advance of requested dates of use. status, whose membership is open to the public and whose primary purpose is to Group 2, Group 3, and Group 4 - Reservations are serve the Dublin community. The accepted on a quarterly basis as follows: membership must be at least 51% Dublin . Summer(Jun-Aug)-Accepted starting April 15. residents. An organizational file must be . Fall(Sep-Dec)-Accepted starting July 15. completed on an annual basis to receive the . Winter(Jan-Mar)-Accepted starting November 15. priority and fees of this classification.) . Spring(Apr-May)-Accepted starting February 15. Group 5. Individuals or Other Groups (Groups who do Group 5-Continuous use of the Dublin Public Library not meet the criteria listed above and/or activities such as weddings, receptions, Community Room is not permitted for Group 5 users. anniversaries,birthday parties,etc.) a) Resident (Individuals must reside or own Group 6 - Continuous use of the Dublin Public Library property within Dublin City Limits; Groups Community Room is not permitted for Group 6 users. must have membership made up of at least 51%Dublin residents) Hours of Rental Use b) Non-Resident 1. The Dublin Public Library Community Room is Group 6. Commercial Uses (Companies, groups, or available for rental Sunday through Thursday from individuals whose events have the primary 8:00 A.M. to 10:00 P.M., and Friday and Saturday purpose of generating a profit such as from 8:00 A.M.to 12:00 Midnight. training seminars,trade shows,auctions,etc.) 2. The minimum rental period is two(2) hours. a) Resident (Company facility must be located 3. Hours of use must include the amount of time within the Dublin City Limits and have current needed for the setup, function and cleanup, City of Dublin Business License. If there is no including any time needed by the caterer, band, company facility, person responsible for event florist,coordinator,etc. must reside or own property within the Dublin 4. The room must be vacated by the time specified City Limits) on the Facility Use Application. b) Non-Resident How to Make a Reservation Please note that the City requires the applicant, not another party, to complete all transactions and Priority of User Groups provide the insurance required for the rental. I. To reserve the Dublin Public Library Community 2. Final payment of rental fees must be made no Room, a Facility Use Application and a $250 later than one month (30 days) prior to the refundable security deposit must be submitted. scheduled rental date. Please call the Parks and Approval takes 3-5 working days; notification of Community Services Department at 925-833-6645 application status will be mailed. to schedule an appointment. Payments not 2. Applications must be submitted in person at the received by this deadline may result in Parks and Community Services Department Office, cancellation of the rental and forfeiture of the Dublin Civic Center, 100 Civic Plaza. Applications deposit. are not accepted via FAX, phone or e-mail. 3. Security deposits will be returned by mail within Applications are accepted between the hours of 30 days of the function date providing there are 8:30 A.M. and 4:30 P.M, Monday through Friday, no violations of the Facility Use Policy, the rental holidays excepted. hours exceeded, excessive cleaning required, or 3. In order to receive a resident rate, the applicant damages to the facility. (i.e. the person responsible for the activity, 4. Payments may be made by check, credit card, payment of fees and provision of insurance) must money order or cash. Make checks or money live or own property within the Dublin City Limits. orders payable to the City of Dublin. Identification confirming residence address will be required (valid California drivers license or current Insurance Requirements INITIAL: utility bill). All applicants shall provide the City of Dublin with a 4. Groups who are applying under the Group 4 valid Certificate of Liability written through carriers classification must have a Group 4 Organization acceptable to the City of Dublin. Such certificate shall Verification Form on file, or submit a completed provide Bodily Injury and Property Damage Liability Verification Form and the following with the protection in the amount of $1,000,000 per Facility Use Application: 1) Bylaws, and 2) Current occurrence. If alcohol is to be sold, liquor liability I.R.S. Tax Exemption Letter. Groups claiming coverage is also required. The applicant must be Dublin residency must provide a current specified as the insured. The Certificate shall name the membership roster (51% of membership must City of Dublin as an "additional insured" in own property or reside in Dublin). Facility Use conformance with the hold harmless agreement as Applications will not be accepted without these outlined in the Facility Use Application and must 5. Applications submitted less than 30 days prior to specify that the applicant's insurance shall be primary the requested rental date will not 3 accepted. to any insurance carried by the City. The certificate 6. The City reserves the right to book additional shall be properly executed with the original signature events before or after an applicant's confirmed of the authorizing insurance agent. The Certificate is due at the time final payment is made. rental time. Note: Please contact your insurance provider to Cancellations, Changes & Refunds INITIAL: check if your homeowner's policy may be extended to cover your facility rental. In the event that 1. Cancellation requests must be made in writing by coverage is not available, the City has special event the applicant. Refunds will be handled as follows: insurance available for purchase. Please discuss a) If the request is received three (3) months or more your insurance needs with the reservation staff, prior to the rental date the deposit will be refunded, less a$25.00 processing fee. Refunds will be mailed Alcoholic Beverages to the applicant within 30 days of receipt of the written cancellation request. 1. Requests to sell alcohol must be submitted in b) If the request is received between three months and writing to Dublin Polices Services, 100 Civic Plaza, thirty days prior to the rental date the applicant will Dublin,CA 94568. 2 forfeit deposit unless another user rebooks the date. . If permission is granted, applicants must obtain If the date is rebooked the deposit will be refunded the appropriate permit from the Alcoholic less a$25 processing fee. Beverage Control Board, 1515 Clay Street, Suite c) If the request is received less than thirty (30) days 2208,Oakland, 94612 (510-639-0628). Evidence of prior to the rental dare the applicant will forfeit the approval is due at the time of final payment. deposit andone-halfofthefeespaid(orpayable). 3. Alcohol must be consumed inside the room. It is 2. Refunds are not issued for unused hours. prohibited to consume alcohol in any other area 3. Facility Use Permits may not be transferred, of the site(City Ordinance Chap.5.100,Sect. 150). sublet. 4. Alcohol may neither be sold nor served to or by assigned s 4. Any changes in rental hours less than thirty (30) individuals under 21 years of age at any time. days prior to rental date will be assessed a $25.00 fee per change. Youth Events 5. Occasionally it may be necessary to reschedule, 1. Groups composed of minors must be supervised relocate or cancel a request previously approved. at all times by two adults for each twenty minors. In this event,the group or individual will be given 2. Alcohol may not be sold or consumed at an event as much advance notice as possible. officially designated as a "youth event" (i.e. an event at which a majority of the attendees are Payment Schedule INITIAL: individuals under twenty-one years of age). 1. At the time the application is submitted, a $250 refundable security deposit is required. Decorations and Signs All capacities indicated conform to the City Fire Code 1. The use of tacks, tape, nails, staples or putty on Requirements. Applicants will not be permitted to any walls is prohibited. Small tacks may be used exceed the Fire Code Capacity. on the"fabric walls"in the Community Room. Community Room 2. All decorative materials must be either made of The Community Room is a 1,830 square foot non-combustible substances or treated with State rectangular room with a kitchenette and windows that Approved flame-retardant. look out to the Dublin Sports Grounds. The room is 3. Candles may only be used after applicant has equipped with a built in PA system, VCR, video obtained a permit from the City of Dublin Fire projection system with inputs for a laptop (facility Prevention Bureau at(925)833-6606. users must provide their own laptop), hearing 4. Rice, birdseed, confetti, and similar materials may impaired devices and a presentation screen that drops not be thrown inside or outside the facility. down from the ceiling. The room is carpeted. The 5. Any plants or shrubs brought into the building kitchenette features a refrigerator, microwave, sink must be in waterproof containers. with disposal and countertops. 6. It is prohibited to paste, tack, glue or post any Fire Code Capacity: sign, placard,advertisement or inscription or erect . Assembly: 122 any sign at the site(per City Ordinance). • Dining: 77(Tables&chairs with no dance space) Equipment Setup Available Equipment 1. All exit doors must be operable and no part of any Every effort will be made to provide the number of hallway, corridor, or exit may be used in a way tables and chairs indicated. Applicants are responsible that obstructs its use as an exit. for providing equipment needed in addition to the 2. A plan showing the table/seating locations, exit equipment available from the City. ways and aisles must be submitted and approved • Rectangular Tables(30"x72") 40 at the time of final payment. • Stacking Chairs(wood) 122 • Podium(w/built in AV equipment) 1 General Rental Information Please Note: Equipment may not be removed 1. A responsible adult from the rental party must from the facility for use outside. Delivery and supervise the premises for proper facility use pickup of rental equipment must be during all rental hours. incorporated within the hours scheduled and 2. SMOKING IS PROHIBITED within the interior of the paid for. Storage is unavailable before or after building and within 15 feet of the facility entrance an event. Applicants are responsible for the (per City Ordinance). setup and takedown of any rental equipment. 3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 4. Tables and chairs provided by the City may not be The City of Dublin reserves the right to den the removed from the facility. Y 9 Y 5. Storage is not available either before or after the use of the Dublin Public Library Community event/meeting. Room to any person or group if such use is 6. The City of Dublin does not supply ladders for the applicant's use. deemed to be contrary to the best interest of the 7. Applicant is fully responsible for scheduling and City,the facility,and/or Dublin residents. paying for hours to meet caterer's needs. Caterer's may not request and/or pay for Applicants should thoroughly review the Facility additional hours. Use Policy to become familiar with all rental fees, 8. The use of decals, powders, wax, paint, etc. are prohibited on the floor areas of the facility. policies and procedures. 9. Beer kegs are not permitted on carpeted areas. 10. Containers of ice may be placed in the facility, providing that the floor is protected. 11. Easels and extension cords are not available. Rental equipment not provided by the City must be included on the setup diagram. 12. The room is equipped with a built-in audio-visual equipment and PA system. The use of additional amplification equipment is prohibited when the Library is open to the public. 13. Use of the Lobby areas is prohibited during Library operating hours. 14. Requests for exception to the Use Policy must be submitted in writing to the City Manager, or his designee, no later than one month prior to the date of use requested. Rental Fees Room Descriptions and Capacities Group 18:Alameda County Library Community Room No Fee Group 2: Public Agencies Group 3: Dublin Chamber of Commerce Group 4: Dublin Charitable and Social Welfare Organizations,Homeowner Associations, and Sports Leagues Use for Conducting a Meeting of the Organization: Community Room No Fee* *The Security Deposit is also waived for conducting a meeting of the organization at the Library unless the presentation or public address system will be used. Use for Purposes of Fundraising: Community Room $44.00 per hour A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. Group 5-Individuals or Other Groups Resident $65.00 per hour Non-Resident $78.00 per hour Group 6-Commercial Groups Resident $87.00 per hour Non-Resident $104.00 per hour General Notes Regarding Fees 1. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff. 2. Use of the Lobby is included with use of the Community Room for uses scheduled outside of the Library's regular business hours (check for current Library schedule) Security Deposit INITIAL: A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy and/or damages to the facility or excessive cleaning. ADOPTED JUNE 17,2003 Dublin Senior Center Facility Use Policy y The Dublin Senior Center is located at 7600 Amador Valley Priority of User Groups Boulevard in Dublin. The Parks and Community Services Groups 1, 2, Group 3, Group 4 and Group 5 (Resident�- Department utilizes the Senior Center for City sponsored Reservations accepted one-year in advance of the requested senior classes and programs. Portions of the facility are rental date. available for rental by the community, when it is not bem Grow 5 Non-Resident - Reservations accepted nine- used for senior or other City programs. Available renta p months in advance of the requested rental date. facilities include the Ballroom and Pre-Function Area, Catering Kitchen, Lounge, Game Room, Meeting Room and Group 6 - Reservations accepted six-months in advance of Outdoor Patios. The Dublin Senior Center Facility Use the requested rental date. Policy establishes rules, regulations, procedures and fees governing the use of the facility. Hours of Rental Use 1. The Dublin Senior Center is available for rental on Classification of Users Fridays from 5:00 P.M. to 12:00 midnight, and Saturdays and Sundays from 8:00 A.M. to 12:00 Group 1. City of Dublin midnight. Use of the patio areas adjacent to the parking lot is not allowed after 10:00 P.M. Group 2. Public Agencies (Agencies serving the City of 2. The minimum rental period is four (4) hours on Fridays Dublin including Alameda County, Dublin-San or Sundays, and six(6) hours on Saturdays. Ramon Services District, Dublin Unified School 3. Hours of use must include the amount of time needed District, etc.) for the function, setup and cleanup, including any time needed by the event staff such as the caterer, band, Group 3. Dublin Chamber of Commerce florist, coordinator, etc. 4. The Center must be vacated by the time specified on the Group 4. Dublin-based Charitable and Social We fare application and no later than 12:00 midnight. Organizations, Homeowner Associations and 5. The Dublin Senior Center is not available for Sports Leagues (Organized non-profit groups continuous use. An application and security deposit with current 501(c)(3) or 501(c)(4) IRS status, must be submitted for each rental date. whose membership is open to the public and whose primary purpose is to serve the Dublin How to Make a Reservation community. The organization's membership must Please note that the City requires the applicant, not be at least 51%Dublin residents. another party, to complete all transactions and provide the insurance required for the rental. Group 5. Individuals or Other Groups (Groups who do 1. To make a reservation, a Facility Use Application and not meet the criteria listed above and/or activities $500 security eposit must be submitted for approval. such as weddings, receptions, anniversaries, Approval takes three to five working days; notification birthday parties, etc.) of application status will be mailed. The Cit of a) Resident (Individuals must reside or own Dublin reserves the right to deny the use of the property within Dublin City Limits; Groups Dublin Senior Center to any person or group if such must have membership made up of at least use is deemed to be contrary to the best interest of 51%Dublin residents) the City, the facility, and/or Dublin residents. b) Non-Resident 2. Applications must be submitted in person at the Parks and Community Services Department Office, Dublin Group 6. Commercial Uses (Companies, groups, or Civic Center, 100 Civic Plaza. Applications are individuals whose events have the primary purpose accepted from 8:00 A.M. to 4:30 P.M, Monday of generating a profit such as training seminars, through Friday, except on City holidays. trade shows, auctions, etc.) 3. In order to receive a resident rate, the applicant (i.e. the a) Resident (Company facility must be located in person responsible for the activity, payment of fees and the Dublin City Limits and have current City provision of insurance) must live or own property of Dublin Business License. If there is no within the Dublin City Limits. Identification company facility, person responsible for event confirming residence address will be required (valid must reside or own property within the Dublin California driver's license or current utility bill). City Limits) 4. Groups who are applying as a Group 4 classification b) Non-Resident must have a `Charitable and Social Welfare Organization Verification Form" on file, or submit a completed form and the group's Bylaws and I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). 5. Applications submitted less than 30-days prior to the requested rental date will not be accepted. 6. The City reserves the right to book additional events before or after an applicant's confirmed rental time. r Insurance Requirements INITIAL: I Alcoholic Beverages All applicants shall provide the City of Dublin with a valid 1. Written requests to sell alcohol must be submitted ta, Certificate of Liability Insurance written through carriers Dublin Polices Services. If permission is granted, acceptable to the City of Dublin. Such certificate shall applicants must obtain a permit from the Alcoholic provide Bodily Injury and Property Damage Liability Beverage Control Board, 1515 Clay Street, Suite 2208, protection in the amount of $1,000,000 per occurrence. Oakland, 94612 (510-639-0628). Evidence of approval If alcohol is served or sold, liquor liability coverage is also is due at the time of final payment. required. The applicant must be specified as the insured. 2. Alcohol must be consumed inside or on the patios areas The Certificate shall name the City of Dublin as an next to the Center. It is prohibited to consume alcohol "additional insured" in conformance with the hold on any other portion of the Senior Center property. harmless agreement as outlined in the Facility Use 3. Alcohol may neither be sold nor served to or by those Application and must specify that the applicant's insurance under 21-years of age at any time. shall be primary to any insurance carried by the City. The certificate shall be properly executed with the original Decorations and Signs signature of the authorizing insurance agent. An Additional 1. The use of tacks, tape, nails, staples or putty on any Insured Endorsement must accompany the Certificate walls is prohibited. (no exceptions). The Certificate is due at the time final 2. All decorative materials must be either made of non- payment is made. Please contact your insurance provider combustible substances or treated with State Approved to check if your homeowner's policy may be extended to flame-retardant. cover the rental. In the event that coverage is not 3. Candles may only be used after applicant has obtained a available, the City has event insurance available for permit from the Fire Prevention Bureau, Dublin Civic purchase. Please discuss your insurance needs with the Center, 100 Civic Plaza, Dublin (925-833-6606), reservation staff: 4. Rice, birdseed, confetti, or other materials may not be thrown inside or outside the facility. General Rental Information 5. Any plants or shrubs brought into the building must be I. A responsible adult from the rental party must supervise in waterproof containers. the premises for proper facility use during all rental 6. It is prohibited to paste, tack, or post any sign, placard, hours. or advertisement, or erect any sign on the exterior of 2. SMOKING IS PROHIBITED inside the building and the building or the Senior Center grounds. within 15-feet of any entrances (per City Ordinance). 3. Parking is permitted in painted parking stalls only. Use of Catering Kitchen Vehicles parked illegally will be cited. 1. The Catering Kitchen is only available for rental in 4. Tables and chairs provided by the City may not be conjunction with the rental of the Ballroom. removed from the facility and used outdoors. 2. The Catering Kitchen serves as a functional restaurant 5. Storage is not available either before or after the kitchen for the Senior Center's dail}y' meal program. event/meeting. Therefore, the Kitchen may only ee utilized by a 6. Applicant is fully responsible for scheduling and paying professional catering company that is on the City's list for hours to meet catering and event vendor needs. of approved caterers. All caterers must possess a Caterer's may not request and/or pay for additional current County Food Handling Certificate, valid City of hours. This must be done by the applicant. Dublin Business License and have received an 7. The use of decals, powders, wax, paint, etc. are orientation and training on the use of the kitchen prohibited on the floor areas of the facility. equipment. Caterers are charged a one-time fee of $75 8. Beer kegs are only permitted in the Pre-Function area for the caterer orientation. Approved caterers must on the tile. Kegs may also be setup outside on the patio also have a certificate of liability insurance and areas adjacent to the building. endorsement listing the City of Dublin as additionally 9. Containers of ice may be placed in the Pre-Function insured. Area providing that the floor and carpet are protected. 3. Non-Profit Organizations meeting the Group 4 10. A Public Address system is available for speaking requirements may utilize the kitchen on their own purposes. Amplification equipment needed for a band without a professional caterer. However a or disc-jockey must be provided by the applicant or representative from the group must have received an entertainment vendor. orientation and training on the use of the kitchen 11. Sound amplification equipment is prohibited on the equipment. Non-Profit groups are charged a per event outdoor patio areas. fee of $25 for the kitchen orientation. If a Non-Profit 11. Requests for exception to the Facility Use Policy must Group is using a catering company for the event, the be submitted in writing to the City Manager, or his caterer must meet the requirements listed in item two designee, no later than one month prior to the date of (2) above. use requested. 4. Catering compames or non-profit groups that do not properly clean, or cause dam--,-, will be removed from Youth Events the City's approved list of kitchen users. 1. Groups composed of minors must be supervised at all times by two adults for each twenty minors. 2. Alcohol may not be sold or consumed at an event officially designated as a "youth event" (i.e. an event at which a majority of the attendees are individuals under twenty-one years of age). Room Descriptions and Capacities Available Equipment All capacities indicated conform to the City's Fire Code Every effort will be made to provide the number of tables ,;iequirements. Applicants will not be permitted to exceed and chairs indicated. Applicants are responsible for the Fire Code Capacity of any room. providing equipment needed in addition to the equipment available from t e City. Ballroom and Pre-Function Area Ballroom Equipment The Ballroom is a 4,270 square-foot room. The room • Round Tables (5) 32 features bamboo wood floors, a raised platform stage, casual • Rectangular Tables (30"x 6') 6 seating nook, drop-down video screen, public address system • Chairs (Wine Colored/Padded) 256 and access to two outdoor patios. The Ballroom can be Lounge &Game Room Equipment • Square Wood Tables 42"x 42" 14 divided in half if needed. However, only one rental party q ( ) will be allowed use of the facility at a time. Use of the Pre- • Padded Wood Chairs with Arms 52 Function Area adjacent to the Ballroom is included in the Meeting Room Equipment rental of the Ballroom. The Pre-Function Area is a large • Square Wood Tables (48"x 48") 3 space suitable for a cocktail hour prior to an event or locating • Conference Chairs 12 a grand buffet. Patio Equipment • Dining and Assembly Capacity • Square Patio Tables (42"x 42") 12 0 248 • White Patio Chairs 48 o 208 (Tables& chairs with dance space) Please Note: Equipment may not be removed from the Lounge Area facility for use outside. Delivery and pickup of rental The Lounge Area is a 740 square-foot room with a fireplace equipment must be incorporated within the hours and lounge furniture. The room is carpeted and suitable for scheduled and paid for. Storage is unavailable before a cocktail hour before an event. The Lounge Area is not or after an event. Applicants are responsible for the available for dining. The Lounge Area may only be rented in setup and takedown of any rental equipment. conjunction with the Ballroom. • Fire Code Capacity: 49 Equipment Setup 1. All exit doors must be operable and no part of any Game Room hallway, corridor, or exit may be used in a way that The Game Room is a 950 square-foot room adjacent to the obstructs its use as an exit. Lounge. The room is carpeted. This is ideal space for 2. The City has several standard plans showing the options offering additional activities besides dining as part of your for table/seating locations, exit ways and aisles. The event. The Game Room is not available for dining. plan must be selected at the time of final payment. Fire Code Capacity The Game Room may only be rented in Minor changes, such as decreasing the number of tables, conjunction with the Lounge Area and Ballroom. can be made to the City's standard setup diagrams at • Fire Code Capacity: 63 that time. If the applicant needs to make changes to the diagram after that time, a $25 fee will be charged per Meeting Room change. The Meeting Room is a 400 square-foot room adjacent to the 3. If applicants wish to have their own personal custom Pre-Function Area. The room is carpeted and is suitable as floor plans reviewed for Fire Code compliance, there an event staging area or Bridal Party Room. The Meeting will be a $25 charge per review. Custom floor plans Room may only be rented in conjunction with the Ballroom. must be submitted at the time of final payment. • Fire Code Capacity: 26 (with tables&chairs) 4. Capacities for each room are listed below. Overcrowding is forbidden and will result in Catering Kitchen cancellation of event and forfeiture of all fees paid. The Kitchen is a 950 square-foot functional restaurant kitchen that is adjacent to the Ballroom. The Kitchen may Clean-up Requirements only be rented in conjunction with the Ballroom. The The facility must be left in the same condition it was found Kitchen features a large commercial refrigerator and freezer prior to the rental. Cleanup will include all areas used for units, combination convection/steamer oven, eight-burner the event (Ballroom and Pre-Function Area, Lounge, Game gas stove and oven, and griddle. The center island features Room and Meeting Room) including the outer courtyards steamer tables, soup warmers, two microwaves and a heating and parking lot. Cleanup requirements include removal of lamp. There is a full featured dishwashing area as wel l. all decorations and rental equipment, wiping spills from the Applicants/caterer must provide trays for steamer table floor areas andbagging all garbage and debris. The Caterers and soup warmer units. Kitchen cleanup includes wiping all food spills on the stove top, inside the oven and microwave. All food, ice and beverage must be removed from the refrigerator / freezer and all dishes, lassware and utensils removed from the dishwasher. Ae disposal should be clean and free of all food debris. Garbage bags will be provided. The rental will be responsible for taking,all garbage to the back dumpster. Rental Fees Security/Damage/Cleaning Deposit INITIAL: Group 2: Public Agencies, A $500 Security Deposit is due at the time the Facility Use Group 3: Dublin Chamber of Commerce, and Application is submitted. The Security Deposit is refundable Group 4: Dublin Charitable, Social Welfare and Sport provided there are no violations of the Facility Use Policy, League Organizations extended hours of use, and/or excessive cleaning or damages Ballroom and Pre-Function Area $45.00 per hour to the facility. Lounge $11.00 per hour Game Room $9.00 per hour Carpet Cleaning Fees Meeting Room $4.00 per hour A carpet cleaning fee will be assessed for each room that has Kitchen $150.00 per event carpeting as follows: Use for Purposes of Fundraising: Lounge $35.00 per event Ballroom and Pre-Function Area $101.00 per hour Game Room $50.00 per event Lounge $26.00 per hour Meeting Room $25.00 per event Game Room $20.00 per hour Meeting Room $9.00 per hour Payment Schedule Kitchen $150.00 per event 1. At the time the application is submitted, a $500 security A fundraiser is a rental at which admission is granted deposit is required• for payment of a designated amount, a donation o f an 2. Final payment of rental fees must be made no later than amount left to the discretion of the guest, or a rental at 45-days prior to the scheduled rental date. Please call which funds are collected through auctions, /d ra e oor .� the Parks and Community Services Department at 833- prize activity, or other means designated to generate 6645 to schedule an appointment. Payments not monies to offset costs or to benefit a community or received by this deadline may result in cancellation charitable agency of cause. Tickets may not be sold at of the rental and forfeiture of the security deposit the door unless prior approval is granted. and one-half of the rental fees paid or payable. 3. The Security deposit will be refunded within 30-days of Group 5 Resident-Individuals or Other Groups the rental date providing there are no violations of the Ballroom and Pre-Function Area $135.00 per hour Facility Use Policy, the rental hours exceeded, excessive Lounge $34.00 er hour Game Room P cleaning required, or damages to the facility. $27.00 per hour 4. Payments may be made by check, VISA, MasterCard, Meeting Room $12.00 per hour money order or cash. Please make checks or money Kitchen $150.00 er event P orders payable to the City of Dublin. Group 5 Non-Resident-Individuals or Other Groups Cancellations/Changes/Refunds INITIAL: Ballroom and Pre-Function Area $162.00 per hour 1. Cancellation requests must be made in writing b the Lounge $41.00 per hour q g Y Game Room $32.00 per hour applicant. Refunds will be handled as follows: Meeting oom a) If the request is received six (6) months or more g $14.00 per hour prior to the rental date the security deposit will be Kitchen $150.00 per event e funded, less a $25.00 processing fee. Refunds Group 6 Resident-Commercial Uses will be mailed to the applicant within 30-days of Ballroom and Pre-Function Area $180.00 per hour receipt of the written cancellation request. Loun e b) If the request is received between six months and g $45.00 per hour PP Game Room $36.00 per hour 45-days s rior to the rental date the applicant will Meeting Room $16.00 per hour forfeit t e security deposit unless another user Kitchen $150.00 per event rebooks the date. If it is rebooked the deposit will be refunded less a $25.00 processing fee. Group 6 Non-Resident-Commercial Uses c) If the request is received less than 45-days prior to Ballroom and Pre-Function Area $216.00 per hour function the applicant will forfeit the security Lounge $5 4.00 per hour deposit and one-half of the rental fees paid (or Game Room payable). $43.00 per hour 2. Refunds are not issued for unused hours. Meeting Room $19.00 per hour 3. Permits may not be transferred assigned or sublet. Kitchen $150.00 per event 4. Any changes in rental hours less than 45-days prior to General Notes Regarding Fees theJ confirmed event date will be assessed a $25.00 fee 1. The minimum rental period is four (4) hours on Fridays per change. or Sundays, and six (6)hours on Saturdays. 5• Occasionally it may be necessary to reschedule, 2. There is an additional 50% charge for rentals on City relocate or cancel a request previously approved. If holidays pending availability of City staff. the building becomes unavailable due to 3. The Lounge, Game Room, Meeting Room and Kitchen extenuating circumstances, the City reserves the areas may only be reserved in conjunction with the right to cancel the Facility Use Permit. In this Ballroom. situation, the group or individual will be given as 4. Use of the adjacent outdoor patio areas is included in the much advance notice as possible. Ballroom rental fee. sp S" . A �ICND' 5, fRR„CH” s 3 ` b RIF f NO " DAILY I1E OLT � / ^7 bid 3 y s ro E� 3 f dN Kd k JO v, The Dublin Heritage Center, located at 6600 Donlon Way in Dublin, is the site of the City's three historical facilities: the pioneer Dublin Cemetery, Old St. Raymond's Church, and the Original Murray Schoolhouse. During those times when the Heritage Center is not used for City sponsored programs, Old St. Raymond's Church is available for rental by the community. The Old St. Raymond's Church Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Church. CLASSIFICATIONS OF USERS Group 1. City of Dublin Group 2. Public Agencies (agencies serving the City of Dublin including Alameda County, Dublin- San Ramon Services District, Dublin Unified School District, etc.) Group 3. Dublin Chamber of Commerce Group 4. Community Groups (organized non-profit groups whose membership is open to the public and whose primary purpose is to serve the community) a) Resident (51% of membership must reside or own property within the Dublin City Limits) b) Non-resident Group 5. Private Individual or Groups (groups whose membership is not open to the public and/or activities such as weddings, receptions, anniversaries, birthday parties, etc.) a) Resident (reside or own property within the Dublin City Limits) b) Non-resident Group 6. Commercial Groups (companies, groups, or individuals whose events have the primary purpose of generating a profit such as training seminars, trade shows, auctions, etc.) a) Resident (company facility must be located within the Dublin City Limits, or if there is no company facility, person responsible for event must reside or own property within the Dublin City Limits) b) Non-resident PRIORITY OF USERS Group 1 - Reservations accepted up to one calendar year in advance of requested date of use. Group 2 and Group 3 - Reservations accepted three months in advance of requested date for weekday use; one year in advance of requested date for weekend use. Group 4 and Group 5 (Resident) - Reservations accepted three months in advance of requested date for weekday use; one year in advance of requested date for weekend use. 4- Group 4 and Group 5 (Non-Resident) - Reservations accepted three months in advance of requested date for weekday use; nine months in advance of requested date for weekend use. Group 6 - Reservations accepted three months in advance of requested date for weekday use; six months in advance of requested date for weekend use. RESERVATION PROCEDURE 1. In order to reserve the Old St. Raymond's Church, a Facility Use Application must be submitted for approval. Approval takes 3-5 working days; you will be notified by mail as to the status of your application. 2. Applications must be submitted in person at the Office of the Parks and Community Services Department, 2nd Floor, Dublin Civic Center, 100 Civic Plaza. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming resident status. For weddings, resident rate applies only to the bride, groom or parents of the bride or groom. 3. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, holidays excepted. 4. Applications submitted less than 10 working days prior to the date requested will not be accepted. CONTINUOUS USE Continuous use of Old St. Raymond's Church is not permitted. CANCELLATIONS 1. Cancellations must be made in writing by the person listed as applicant on the Facility Use Application. Refunds will be handled as follows: a) 30 days or more prior to function date - forfeit deposit unless date is rebooked by another user. b) Less than 30 days prior to function date - forfeit deposit and one-half of fees paid. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. In this event, the group or individual will be given as much advance notice as possible. PAYMENT SCHEDULE 1. At the time the application is submitted, the security deposit is required (see Fee Schedule). 2. Final payment is due no later than one month (30 days) prior to the scheduled function date. Please call the Parks and Community Services Department at 833-6645 to schedule an appointment. 3. Payments not received by this thirty (30) day deadline may result in cancellation of the function and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of function date providing there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. 5. Payment can be made by check, money order or cash. Checks or money orders must be made out to the City of Dublin. If paying by check, the check must be drawn on the account of the person listed as the applicant on the Facility Use Application. -2- HOURS OF USE 1. The Old St. Raymond's Church is available for rental during those hours when it is not scheduled for City sponsored activities. The Church must be vacated by 10:00 p.m. on Sunday through Thursday, and 12 Midnight on Friday and Saturday. 2. The minimum reservation accepted is two hours. 3. Hours of use must include the amount of time needed for the function, including set-up and clean- up. 4. Refunds are not given for hours not used. 5. Within 10 working days of function date, requests for changes in function hours are subject to availability of attendants. 6. The Church must be vacated by the time specified on the Facility Use Application. INSURANCE CERTIFICATE Applicants shall provide insurance liability information on the City of Dublin's required form evidencing such coverage. Such certificate shall provide bodily injury and property damage liability protection at a minimum limit of $1,000,000 per occurrence. The certificate of insurance shall name the City of Dublin, its officers and employees as the additional insured in conformance with the hold harmless agreement as outlined in the Facility Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due at the time final payment is made. GENERAL REGULATIONS 1. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the Church. 2. Facility Use Permits cannot be transferred, assigned or sublet. 3. Transfer of security deposits from one date to another is permitted if the request is submitted in writing no later than sixty (60) days prior to the original date requested. (This may be done only one time). 4. Decorations must be of flame-retardant material. The use of nails,tacks or staples is prohibited. 5. Storage is not available either before or after the event. 6. Tables and chairs not provided by the rental party may not be removed from the Church. 7. Use of candles must be approved in advance by the Fire Department. 8. Rice, birdseed, confetti, and like materials may not be thrown inside or outside the Church. 9. Tickets may not be sold at the door as an admission charge unless approved in advance. 10. Parking is permitted in designated parking areas only. Vehicles parked illegally will be cited. 11. An additional 50% will be charged for use of the Church on designated City holidays pending availability of staff. 12. SMOKING IS PROHIBITED within the interior of the Church. (Resolution No. 143-89). NOTICE OF EXISTING CONDITIONS Restroom facilities for Old St. Raymond's Church are located in the rear of the Old Murray Schoolhouse across the parking lot from the Church. The parking lot and driveway adjacent to the Church are currently not paved and are composed of gravel. -3- Any requestfor exception to the policy must be submitted in writing to the City Manager, or his designee, no later than one month prior to the date of use requested. The City of Dublin reserves' the right i6 refuse to grant use of the Old St. Raymond's Church to any person or group,if such use is deemed to be contrary''to,the best interest of the City and/or its residents. -4- Shannon Community Center Facility Use Policy 11600 Shannon Avenue, Dublin, California, 94568 • 925-556-4500 • www.ci.dublin.ca.us The Shannon Community Center is located at 11600 PRIORITY OF ' • Shannon Avenue (at San Ramon Road). The Parks and Group 1- Reservations accepted: Community Services Department utilizes the Community Monday-Thursday: One year in advance of rental date Center for City sponsored classes and programs. When the Friday-Sunday:One year in advance of rental date facility is not in use for City programs it is available for rental by the community. Available rental facilities include Groups 2,3,4 and 5 (Resident)- Reservations accepted: Ambrose Hall (a large Banquet Hall including a Pre-Function Monday-Thursday:Three months in advance of rental Area, Kitchen and Patio Area), a Multipurpose Room and a Friday-Sunday: One year in advance of rental date Classroom. The Shannon Community Center Facility Use Policy establishes rules, regulations, procedures and fees Group 5 (Non-Resident)- Reservations accepted: governing the use of the Center. Monday-Thursday:Three months in advance of rental Friday-Sunday: Nine months in advance of rental date CLASSIFICATION OF Group 1: City of Dublin Group 6- Reservations accepted: Monday-Thursday:Three months in advance of rental Group 2: Public Agencies (Agencies serving the City of Friday-Sunday:Six months in advance of rental date Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School • • • • ' • District,etc.) Group 1 - Reservations accepted up to one calendar year in advance of requested dates of use. Group 3: Dublin Chamber of Commerce Group 2, Group 3, and Group 4- Reservations are accepted Group 4: Dublin-based Charitable and Social Welfare on a quarterly basis as follows: Organizations, Homeowner Associations and . Summer(Jun-Aug)Accepted starting April 15. Sports Leagues (Organized non-profit groups with . Fall (Sep-Dec)Accepted starting July 15. current 501(c)(3) or 501(c)(4) IRS status, whose • Winter(Jan-Mar)Accepted starting November 15. membership is open to the public and whose . Spring(Apr-May)Accepted starting February 15. primary purpose is to serve the Dublin community. The organization's membership Group 5- Reservations are accepted on a quarterly basis as must be at least 51% Dublin residents. An follows: organizational file must be completed on an . Summer(Jun-Aug)Accepted starting May 1. annual basis to receive the priority and fees of • Fall (Sep-Dec)Accepted starting August 1. this classification.) • Winter(Jan-Mar)Accepted starting December 1. • Spring(Apr-May)Accepted starting March 1. Group 5: Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities Group 6 - Continuous use of the Shannon Community such as weddings, receptions, anniversaries, Center is not permitted for Group 6 users. birthday parties, etc.) a) Resident (Individuals must reside or own HOURS OF property within Dublin City Limits; Groups 1. When not in use for City programs, the Shannon must have membership made up of at least Community Center is available for rental Sunday 51% Dublin residents) through Thursday from 8:00 A.M. to 10:00 P.M., and b) Non-Resident Friday and Saturday from 8:00 A.M.to 12:00 Midnight. 2. The minimum rental period on Fridays, Saturdays and Group 6: Commercial Uses (Companies, groups, or Sundays is six (6) hours, and two (2) hours the individuals whose events have the primary remainder of the week. purpose of generating a profit such as training 3. Hours of use must include the amount of time needed seminars,trade shows, auctions,etc.) for the function, setup and cleanup, including any time a) Resident(Company facility must be located in needed by the caterer, band,florist,coordinator, etc. the Dublin City Limits and have current City of 4. The Center must be vacated by the time specified on Dublin Business License. If there is no the Facility Use Application. Events that exceed the company facility, person responsible for event scheduled hours will be charged twice the hourly rate must reside or own property within the Dublin for the extra time. City Limits) b) Non-Resident ROOM DESCRIPTIONS CAPACITIES Classroom Due to parking constraints the total number of guests in The Classroom is 546 square-feet (21'x26') and carpeted. It attendance at a rental may not exceed 300. Exceptions to features a built-in video projection system and screen. this policy must be approved by the Parks and Community Must be rented with Ambrose Hall Friday through Sunday. Services Director. Exceeding the Fire Code Capacity of any • Dining/Classroom: 37 room will result in immediate cancellation of the rental • Assembly: 78 (without tables& chairs) event. Catering Kitchen Ambrose Hall (Banquet Hall) Use of the Kitchen is only available for use in conjunction Ambrose Hall is 5,940 square-feet (90'x66') with ceiling to with the rental of the Ambrose Hall. The Kitchen is a 638 floor windows looking out to the creek and park. The rental (18'x35') square-foot functional catering kitchen adjacent to of this room includes use of the Pre-Function Area (1,490 Ambrose Hall. The Kitchen features large commercial square-foot lobby), Catering Kitchen and the adjacent refrigerator and freezer units, ice maker, an eight-burner outdoor Patio Area. Amenities included in the rental fee gas stove and oven, with griddle. The center island features comprise use of the Public Address and Video presentation steamer tables, soup warmers, two microwaves and a system, cake table and portable bar. A portable wood heating lamp. There is a full dishwashing area, and two dance floor is available for an additional fee of $100 per sinks with garbage disposals. Applicants/caterer must rental. provide trays for steamer table units. • Dining Capacity: 300(with tables &chairs including dance space) USE OF • Assembly: 300 1. Use of Kitchen is only available for use in conjunction with the rental of Ambrose Hall. Multipurpose Room 2. If the kitchen will be utilized by a professional catering The Multipurpose Room is 1,275 square-foot (51'x25') with company, they must be on the City's list of approved windows facing northeast to picturesque Mount Diablo. caterers. All caterers must possess a current county The room has tiled floors, as well as ballet bars and mirrors. Food Handling Certificate and valid City of Dublin Must be rented with Ambrose Hall Friday through Sunday. Business License. Approved caterers must also have a • Dining/Classroom: 85 certificate of liability insurance and endorsement listing • Assembly: 182 (without tables&chairs) the City of Dublin as an "Additional Insured". 3. Catering companies or facility renters that do not properly clean or causes damage will be removed from the City's approved list of kitchen users. RENTAL FEES Classification of Rental Use Ambrose Hall Multipurpose Room Classroom Groups 2,3,and 4 Setup/Takedown Fee Only of$14 per hour per Facility Attendant Use During Business Hours(Mon-Fri, 8:00-5:00) Number of Attendants depends on rooms used and setup needs. Groups 2,3,and 4 Use Outside of Regular Business Hours $85 per hour $24 per hour $14 per hour Groups 2,3,and 4 Use for the Purpose of Fundraising* $188 per hour $53 per hour $23 per hour Group 5 (Dublin Resident) $250 per hour $70 er hour p $30 per hour Group 5 (Non-Resident) $300 er hour p $84 per hour $36 per hour Group 6(Dublin Based Business) Use for Commercial Purposes $332 per hour $93 per hour $40 per hour Group 6 (Non Dublin-Based Business) Use for Commercial Purposes $400 per hour $112 per hour $48 per hour *A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. General Notes Regarding Fees 1. Use of the portable dance floor is an additional fee of 3. Rental of Ambrose Hall includes use of the Lobby, $100 per rental. Kitchen and Patio Area. The Lobby, Kitchen and Patio 2. An additional 50% will be charged per hour for rentals Area may not be rented alone. on City holidays pending availability of City staff. EQUIPMENT INITIAL: '1. The City has developed several equipment setup plans 1. A $750 refundable security deposit is required with for the rooms. A final plan showing the table/seating the rental application. The deposit is refundable locations, exit ways and aisles must be submitted and provided there are no violations of the Use Policy approved at the time of final payment. Changes to the and/or excessive cleaning or damages to the facility or standard layouts will require review and approval for equipment. compliance with all codes. 2. Final payment of rental fees must be made no later 2. All exit doors must be operable and no part of any than 30 days prior to the rental date. Please call the hallway, corridor, or exit may be used in a way that Shannon Community Center at 556-4500 to schedule obstructs its use as an exit. an appointment. Payments not received by this deadline may result in cancellation of the rental and EQUIPMENT AVAILABLE forfeiture of the deposit. Every effort will be made to provide the number of tables 3. Security deposits will be returned within thirty (30) and chairs indicated. Applicants are responsible for days of the event date providing there are no providing equipment needed in addition to the equipment violations of the Facility Use Policy, the rental hours available from the City. exceeded,excessive cleaning required, or damage. • Rectangular Tables(36"x 72") 20 4. Events that exceed the scheduled hours will be • Round Tables (71" Diameter) 40 charged twice the hourly rate for the extra time. • Banquet Chairs 300 5. Payments may be made by Check, Cash, VISA or • Portable Wood Bar(72") 1 MasterCard. Checks are payable to the City of Dublin. • Round Cake Table (48") 1 • Portable Dance Floor 1 INITIAL: (Maximum size is 20'x28'in 4'x4'sections, which is Kim LIN1111 WTV 11591090WERUJ enough space for 140 dancers) 1. Cancellation requests must be made in writing by the Equipment may not be removed from the facility for use applicant. Refunds will be handled as follows: outside. Delivery/pickup of rental equipment must be 180 Days 45 Days or included within the scheduled rental hours. Storage is or More 179-46 Days Less unavailable before or after an event. Applicants are Security Forfeit the deposit Forfeit the responsible for setup and takedown of rental equipment. Deposit unless another user deposit and one- Additional rental equipment must be included on the refunded rebooks the date. If the half of the fees setup diagram. less$25 City rebooks the date paid (or processing the deposit will be payable). HOW TO MAKE A RESERVATION fee. refunded less a $25 Please note that the City requires the applicant, not processing fee. another party, to complete all transactions and provide 2. Refunds are not issued for unused hours. the insurance required for the rental. 3. Facility Use Permits may not be transferred, assigned 1. A Facility Use Application and a $750 refundable or sublet. security deposit must be submitted for approval. 4. Any changes in rental hours less than forty-five (45) Approval takes 3-5 working days. days prior to approved event will be assessed a 2. Applications must be submitted in person at the $25.00 fee per change. Shannon Community Center (11600 Shannon Ave.) 5. Occasionally it may be necessary to reschedule, between the hours of 8:30 A.M. and 4:30 P.M. relocate or cancel a request previously approved. In Monday through Friday, holidays excepted. this event, the group or individual will be given as 3. In order to receive a resident rate, the applicant (the much advance notice as possible. person responsible for the activity, payment of fees and provision of insurance) must live or own property ;ALCOHOLIC BEVERAGES within the Dublin City Limits. Identification confirming 1. Written requests to sell alcohol must be submitted to residence address will be required (valid California the Dublin Police Department. Driver's License or current utility bill). 2. If permission is granted, applicants must obtain the 4. Applicants under the Group 4 classification must have appropriate permit from the Alcoholic Beverage a "Charitable and Social Welfare Organization Control Board, 1515 Clay Street, Suite 2208, Oakland, Verification Form" on file, or submit a completed 94612, 510-622-4970. Evidence of approval is due at form with their: 1) Bylaws, 2) Current I.R.S. Tax the time of final payment. Exemption Letter, and 3) Membership Roster (51% of 3. Alcohol must be consumed inside the facility or on the membership must own property or reside in Dublin). patio area adjacent to the building. It is prohibited to Facility Use Applications will not be accepted without consume alcohol in any area of the park (City these items. Ordinance Chapter 5.100,Section 150). 5. Applications submitted less than 30 days prior to the 4. Alcohol may neither be sold nor served to or by requested rental date will not be accepted. individuals less than 21 years of age at any time. 6. The City reserves the right to book additional events before or after an applicant's approved rental time. • INITIAL: YOUTH All applicants shall provide the City of Dublin with a valid 1. Groups composed of minors must be supervised at al Certificate of Liability written through carriers acceptable times by two (2) adults for each twenty(20) minors. to the City of Dublin. Such certificate shall provide Bodily 2. Alcohol may not be sold or consumed at an event Injury and Property Damage Liability protection in the officially designated as a "youth event" (i.e. an event amount of $1,000,000 per occurrence. If alcohol is to be at which a majority of the attendees are individuals sold, liquor liability coverage is also required.The applicant less than twenty-one years of age). must be specified as the insured. The Certificate shall name the City of Dublin as an "Additional Insured" in 1 • • • INITIAL: conformance with the hold harmless agreement as 1. The use of tacks, tape, nails, staples or putty on any outlined in the Facility Use Application and must specify walls is prohibited. that the applicant's insurance shall be primary to any 2. All decorative materials must be either made of non- insurance carried by the City. The certificate shall be combustible substances or treated with State properly executed with the original signature of the Approved flame-retardant. authorizing insurance agent. The Certificate is due at the 3. Candles may only be used after applicant has time final payment is made. Note: Please contact your obtained a permit from the Fire Prevention Bureau, insurance provider to check if your homeowner's policy City of Dublin, 100 Civic Plaza, 833-6606. may be extended to cover your facility rental. In the event 4. Rice, birdseed, confetti, or other materials may not be that coverage is not available, the City has special event thrown inside or outside the facility. insurance available for purchase. Please discuss your 5. Any plants or shrubs brought into the building must insurance needs with the reservation staff. be in waterproof containers. 6. It is prohibited to paste, tack, glue or post any sign, ,GENERAL • • • placard, advertisement or inscription or erect any sign 1. A responsible adult from the rental party must in the park or outside of the facility (per City supervise the premises for proper facility use during Ordinance). all rental hours. 2. SMOKING IS PROHIBITED within the interior of the Center and within 20 feet of the facility entrance (per The City of Dublin reserves the right to deny City ordinance). the use of the Shannon Community Center to 3. Parking is permitted in painted parking stalls only. any person or group if such use is deemed to Vehicles parked illegally will be cited or towed. be contrary to the best interest of the City, 4. Tables and chairs provided by the City may not be the facility, and/or Dublin residents. removed from the facility and may not be placed outside of the facility. Applicants should thoroughly review the 5. Storage is not available either before or after the Facility Use Policy to become familiar with all event/meeting. rental fees, policies and procedures. 6. The City of Dublin does not supply ladders for the applicant's use. 7. Applicant is fully responsible for scheduling and paying for hours to meet caterer's needs. Caterer's may not request and/or pay for additional hours. 8. The use of decals, powders, wax, paint, etc. are prohibited on the floor areas of the facility. 9. Beer kegs are only permitted in the kitchen or on the plastic pad under the portable bar. Kegs may also be setup on the patio areas adjacent to the building. 10. Containers of ice and/or kegs may only be placed in kitchen, on the rubber mat under the portable bar, or the outside patio areas. 11. Exterior fountains are not included in the rental package. Guarantees cannot be made regarding the operation of the fountains during a specific event. 12. P.A. System, video projection system, microphones, podium, portable bar, and a cake table can be provided upon request. 13. Requests for an exception to the Facility Use Policy must be submitted in writing to the Parks & Community Services Director, or designee, no later than forty-five (45)days prior to the date of use.